SecureCare® Privacy Policy

Introduction

SecureCare, LLC ("SecureCare," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service at secure-care.com.

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, do not use the Service.

1. Information We Collect

1.1 Personal Information You Provide

We collect information you directly provide to us, including:

• Account Information: Name, email address, phone number, password, and profile information
• Contact Information: Mailing address, emergency contacts, authorized persons
• Demographic Information: Date of birth, gender, language preference
• Financial Information: Payment methods, billing addresses, donation history
• Health Information: Medical records, assessments, case notes (for healthcare organizations)
• Employment Information: For staff members - position, hire date, credentials, work schedule
• Volunteer Information: Skills, availability, background check results
• Communications: Messages, support requests, feedback you send to us

1.2 Information We Collect Automatically

When you use the Service, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages viewed, features used, time spent, click patterns
• Log Data: Access times, error logs, system activity
• Location Data: General location based on IP address (not precise GPS)

1.3 Information from Third Parties

We may receive information from:

• Payment Processors: Transaction confirmation and payment status
• Authentication Providers: Microsoft Entra (Azure AD) for single sign-on
• Public Records: For verification and compliance purposes when permitted

2. SMS/Text Message Communications

2.1 Types of SMS Messages We Send

We send transactional SMS messages for the following purposes:

Account Security and Authentication:

• Two-factor authentication codes
• One-time login credentials and temporary passwords
• Password reset verification codes
• Phone number verification codes
• Security alerts and account notifications
• Account recovery codes

Account and Service Notifications:

• Invoice and billing notifications
• Payment confirmations and receipts
• Appointment reminders and confirmations
• Service delivery updates
• Critical system updates affecting your account

2.2 How We Obtain Consent for SMS

For Individual Users (Patrons and Staff):

You consent to receive SMS messages by:

• Providing your mobile phone number during account registration
• Completing phone verification process
• Checking consent boxes during signup
• Agreeing to these Terms of Service and Privacy Policy

For Organization-Managed Contacts (Customers):

Organizations obtain consent on your behalf by:

• Collecting your phone number with explicit SMS consent
• Maintaining consent records in your customer profile
• Providing separate opt-in options for different message types (billing, appointments, etc.)

2.3 Phone Number Collection and Storage

What We Collect:

• Mobile phone numbers provided during registration or profile setup
• Country code and phone number formatting information
• SMS delivery status and timestamps
• Opt-in and opt-out preferences

How We Store It:

• Phone numbers are encrypted in our secure databases
• Access is limited to authorized personnel only
• Phone numbers are associated with your account for identification purposes
• We retain phone numbers as long as your account is active

Who Processes SMS Messages:

• We use Twilio as our SMS service provider
• Twilio processes messages on our behalf under a data processing agreement
• Messages are transmitted through mobile carrier networks
• We do not share phone numbers with third parties for marketing purposes

2.4 Message Frequency and Charges

• Message Frequency: Varies based on your account activity and notification preferences. Security messages are sent as needed. Appointment reminders typically sent 24-48 hours before appointments.
• Carrier Charges: Standard message and data rates from your mobile carrier apply to all SMS messages
• No SecureCare Fees: We do not charge fees for SMS messages, but your carrier may
• Your Responsibility: You are responsible for all carrier charges associated with SMS messages

2.5 How to Opt Out of SMS Messages

Service Notifications (full opt-out):

• Reply STOP to any message to opt out of all non-security notifications
• Update preferences in your account settings at secure-care.com/settings
• For Organization-managed accounts, contact your service provider to update preferences
• Email hello@secure-care.com for assistance

To Opt Back In:

• Reply START or YES to any previous message
• Update preferences in your account settings
• Contact support at hello@secure-care.com

Help Information:

• Reply HELP to any message for assistance
• Email hello@secure-care.com
• Visit our support center

2.6 SMS Delivery and Reliability

Important Limitations:

• SMS delivery depends on mobile carriers and network providers outside our control
• Messages may be delayed, blocked, filtered, or undelivered due to carrier issues
• We make reasonable efforts to deliver messages but cannot guarantee delivery
• Delivery times vary and are not guaranteed
• Do not rely solely on SMS for time-critical notifications

No Liability:

We are not responsible for:

• Failed, delayed, or misdirected SMS messages
• Carrier charges or billing disputes
• Account access issues due to SMS delivery problems
• Missed appointments or deadlines due to SMS failures

2.7 SMS Data Retention

• Active Accounts: Phone numbers retained while account is active
• SMS Logs: Delivery status and timestamps retained for 90 days
• Opt-Out Records: Maintained indefinitely to honor your preferences
• After Account Closure: Phone numbers deleted within 30 days unless required for legal compliance

2.8 SMS Security and Privacy

Security Measures:

• Phone numbers are encrypted at rest and in transit
• Access controls limit who can view phone numbers
• SMS messages are transmitted over secure channels
• We monitor for unauthorized access attempts

Privacy Considerations:

• SMS is not a fully secure communication method
• Messages may be intercepted or viewed by unauthorized parties
• Mobile carriers may store or access messages
• Do not include sensitive personal information in SMS replies
• We recommend using secure messaging within the Service for sensitive communications

3. How We Use Your Information

We use collected information for the following purposes:

3.1 Provide and Maintain the Service

• Account creation and authentication
• Service delivery and fulfillment
• Customer support and communication
• Payment processing and billing

3.2 Improve and Develop the Service

• Analyze usage patterns and trends
• Develop new features and functionality
• Conduct research and analytics
• Test and optimize performance

3.3 Communication

• Send transactional messages (confirmations, receipts, notifications)
• Respond to inquiries and support requests
• Send service updates and announcements
• Provide appointment reminders

3.4 Security and Fraud Prevention

• Verify identity and authenticate users
• Detect and prevent fraud and abuse
• Enforce our Terms of Service
• Protect against security threats

3.5 Legal Compliance

• Comply with legal obligations
• Respond to legal requests and court orders
• Enforce our rights and agreements
• Resolve disputes

4. How We Share Your Information

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

• Payment Processors: Stripe, ACH processors for payment processing
• SMS Providers: Twilio for text message delivery
• Cloud Hosting: Amazon Web Services (AWS) for data storage and hosting
• Authentication: Microsoft for Entra (Azure AD) single sign-on
• Analytics: Usage analytics and performance monitoring services

All service providers are contractually obligated to protect your information and use it only for specified purposes.

4.2 Business Transfers

If SecureCare is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Court orders or subpoenas
• Legal process or government requests
• Protection of our rights, property, or safety
• Emergency situations involving danger of death or serious injury

4.4 With Your Consent

We may share your information with third parties when you give us explicit consent to do so.

4.5 Organization Data Sharing

For customers, volunteers, and organization-managed accounts:

• Your information is shared with the Organization you interact with
• Organizations control and manage your data according to their policies
• Organizations may share data with authorized staff members
• We are not responsible for Organizations' use of your information

4.6 What We Don't Share

We DO NOT:

• Sell your personal information to third parties
• Share your information for third-party marketing purposes
• Provide phone numbers to telemarketers
• Share health information without proper authorization

5. Data Security

5.1 Security Measures

We implement appropriate technical and organizational measures to protect your information:

• Encryption: Data encrypted in transit (TLS/SSL) and at rest
• Access Controls: Role-based access with multi-factor authentication
• Monitoring: Continuous security monitoring and threat detection
• Auditing: Regular security audits and penetration testing
• Training: Staff training on data protection and security

5.2 Your Responsibility

You are responsible for:

• Maintaining confidentiality of your password
• Enabling multi-factor authentication
• Using secure devices and networks
• Reporting suspected security breaches immediately

5.3 No Guarantee

While we implement strong security measures, no system is completely secure. We cannot guarantee absolute security of your information.

6. Your Privacy Rights

6.1 Access and Correction

You have the right to:

• Access your personal information
• Correct inaccurate information
• Update your profile and preferences
• Request a copy of your data

How to exercise: Log into your account settings or contact hello@secure-care.com

6.2 Deletion

You have the right to request deletion of your personal information, subject to:

• Legal retention requirements
• Ongoing business relationships
• Fraud prevention needs

How to exercise: Email hello@secure-care.com with deletion request

6.3 Opt-Out Rights

You can opt out of:

• Marketing emails (click unsubscribe link)
• SMS notifications (reply STOP)
• Data analytics (contact support)

6.4 Data Portability

You have the right to receive your data in a structured, machine-readable format.

How to exercise: Use export features in the Service or contact support

6.5 State-Specific Rights

California Residents (CCPA/CPRA):

• Right to know what information is collected
• Right to know if information is sold or shared
• Right to opt out of sales (we don't sell data)
• Right to deletion
• Right to non-discrimination for exercising rights

Virginia, Colorado, Connecticut, Utah Residents:

• Similar rights to California residents
• Right to opt out of targeted advertising (we don't do this)
• Right to appeal denied requests

European Residents (GDPR):

• All rights listed above
• Right to restriction of processing
• Right to object to processing
• Right to lodge complaints with supervisory authorities

To exercise state-specific rights: Email hello@secure-care.com with subject line "Privacy Rights Request - [Your State]"

7. Health Information Privacy (HIPAA)

7.1 HIPAA Compliance

For Organizations that use the Service to store Protected Health Information (PHI):

• Organizations must execute a Business Associate Agreement (BAA) with SecureCare
• SecureCare acts as a Business Associate under HIPAA
• We implement required safeguards for PHI
• We report breaches as required by HIPAA

7.2 Your Rights Under HIPAA

If your health information is stored in the Service:

• Right to access your health records
• Right to request corrections
• Right to accounting of disclosures
• Right to request restrictions
• Right to confidential communications

Contact your Organization (the Covered Entity) to exercise HIPAA rights.

7.3 Organizations' HIPAA Responsibilities

Organizations using the Service for PHI are responsible for:

• Obtaining proper authorizations
• Providing HIPAA notices to individuals
• Implementing security safeguards
• Training staff on HIPAA compliance
• Breach notification

8. Children's Privacy

The Service is not intended for children under 13 years of age. We do not knowingly collect information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at hello@secure-care.com and we will delete the information.

For Organizations serving children:

• Organizations must obtain parental consent before creating accounts for minors
• Organizations are responsible for COPPA compliance
• Special protections apply to children's information

9. International Data Transfers

SecureCare is based in the United States. If you access the Service from outside the U.S.:

• Your information will be transferred to and processed in the United States
• U.S. privacy laws may differ from your country's laws
• By using the Service, you consent to transfer and processing in the U.S.

For European users:

• We implement appropriate safeguards for international transfers
• Standard Contractual Clauses are available upon request

10. Data Retention

10.1 Active Accounts

We retain your information while your account is active and as needed to provide services.

10.2 After Account Closure

• Most personal data deleted within 30 days of account closure
• Some data retained for legal compliance (7 years for financial records)
• Anonymized data may be retained for analytics

10.3 Specific Retention Periods

• Financial records: 7 years
• Employment records: 7 years after termination
• Health records: As required by state law (typically 7-10 years)
• SMS logs: 90 days
• Audit logs: 1 year

11. Cookies and Tracking Technologies

11.1 Cookies We Use

• Essential Cookies: Required for Service functionality (authentication, security)
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Understand how you use the Service

11.2 Your Cookie Choices

• Most browsers allow you to block or delete cookies
• Blocking essential cookies may prevent Service functionality
• You can manage cookie preferences in your browser settings

11.3 Do Not Track

We currently do not respond to Do Not Track signals.

12. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of third-party sites. We encourage you to read their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Significant changes will be communicated via:

• Email notification to registered users
• Prominent notice on the Service
• SMS notification for SMS-related changes

Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

15. Definitions

• Personal Information: Information that identifies, relates to, or could reasonably be linked with you.
• Service: The SecureCare platform available at secure-care.com and associated applications.
• Organization: Entities that subscribe to SecureCare to manage their operations.
• Patron: Individual users with free accounts who donate, volunteer, or access customer portals.
• Protected Health Information (PHI): Health information as defined by HIPAA.
• We/Us/Our: SecureCare, LLC
• You/Your: The individual using the Service or whose information is collected.